The Operations Department of Coface is recruiting an experienced administrative professional to provide the overall executive support to the Chief Operations Officer and his board of directors (Shared Service Centers, Transformation Office and Business Processes and Customer Experience areas).

Reporting directly to the COO, you will provide in addition assistance to the three Directors in the Operations area: Global Shared Services, Transformation Office, Business Processes & Customer Experience. In your role as executive assistant to the COO and his directors, you will collaborate closely with a wide range of stakeholders in the company (peers EAs, Regional COOs and Heads of Functions, Regional and Group Executives, Project Managers, various departments’ interlocutors from SSC, Finance, Procurement, HR, Facility, externals etc.).

You will handle a variety of administrative tasks and arrange the calendar of the COO and his directors. You will book travels, meetings and appointments, and will ensure financial reporting and expenses reimbursement for the COO and his Directors.

You will be coordinating team events, meetings and gatherings, acting as a facilitator for the Operations Team.

Your tasks will include :

• Scheduling appointments, making necessary reservations and updating calendars and thereby support in prioritizing and constantly rearranging meetings and appointments
• Organizing and supervising business trips of different levels of complexity for the COO and his Leadership Team
• Organizing team events, catering, lunch or dinner venues, as enquired - in Coface or off-site
• Performing overall and ad-hoc administrative duties, namely – minute-meetings and connected follow-ups, administrative files updates, reportings, raising purchase orders, monitoring expenses and follow-ups on projects and initiatives, editing emails and documentation in French and in English
• Create and draft visuals and contents for invitations, meetings and various team communications, in both languages
• Contributing to invoice management in collaboration with Portfolio Management Team / Finance

• Reliable experience in executive support or administrative support functions to senior management teams
• Fluency in English, and mastering French, verbally and in business writing
• Full proficiency in MS Office and MS365 (Outlook, PowerPoint, Word and Excel, Teams Application)
• Experience in booking through travel platforms (Navan, CWT or similar)
• Experience in reimbursement applications and platform (Expensya)
• Experience in using SAP (or similar ERP) in general and especially SAP Concur
• Prompting and using AI for administrative assistance (notes, research, compilation of data etc.)
• Experienced administrative professional, you have excellent organizational skills, with attention to details, mastering the support to executives in English and in French
• Rigorous, you monitor closely and perform checks upon variety of documentation to ensure accuracy and avoid errors. You apply procedures and guidelines in connection with your activity, where applicable
• Autonomous, you have a proactive way of working, by anticipating needs and looking ahead at all times
• Acting with tact, you show the proof of integrity at workplace, handling information with the adequate confidentiality and discretion,
• Well-organized, you are able to work under pressure with tight deadlines and changing targets, while prioritizing the inputs and easing the COO
• Analytical thinker, you are able to absorb a high volume of information from a variety of sources and to synthesize the key elements
• Flexible and creative, you are solution finder and pragmatic oriented, you communicate on a timely manner and with the relevant level of respect
• Self-motivated, you are capable to work under limited supervision and to meet the expectations within the times
• Dynamic and open-minded, you are able to take initiatives in the scope of your tasks, in order to facilitate
• Resilient, you maintain a high level of performance when facing uncertainty and you communicate decisions aligned with the COO or the Director